Youth Transportation Form Information

Georgia 4-H Transportation Form – Frequently Asked Questions

Why do we need a Transportation Form?

Safety is our priority. The Transportation Form ensures that the Event Coordinator is aware of youth participants’ arrival and departure to and from an event. Having travel information prior to the start of an event allows the Event Coordinator to anticipate if there is cause for concern at check-in or check-out.

When do you need to use the Transportation Form?

This form should be completed by a parent or guardian when a child travels to and/or from a 4-H event by any method not organized by the County Extension Office. It serves as documentation that the parent or guardian acknowledges and agrees to these alternate travel arrangements.

Examples of Arrival/Departures not organized by County Extension Office:

-4-H’er will be driving him/herself.
-4-H’er will be riding with their parent or guardian.
-4-H’er will be riding with an adult who is not the parent or guardian.
-4-H’er will be riding with another 4-H’er.
-4-H’er will be traveling by public transit or rideshare
-Arriving at a later time
-Departing at an earlier time

Who should fill out the Transportation Form?

The expectation is that the form is always filled out by the parent or guardian.

Who is the owner of the Georgia 4-H Transportation Form?

Georgia 4-H Question Pro Account: ga4h@uga.edu

A copy of the Transportation Form can be copied over to a county office, specialist, PDC, agent, etc.

Who is responsible for sending the Transportation Form?

The Event Coordinator sends the link in the event letter.

The County Office is responsible for sharing the event’s Transportation Form link with their 4-H’ers. The County Office should review the copy of the Transportation Form emailed to them by the Georgia 4-H Question Pro account to be informed on the young person’s travel plans.

When is the Transportation Form sent?

The Transportation Form should be sent out in the event information letter. The Transportation Form should be a standard form shared just like the Medical Form, Medicine Form, etc.

How is the record retention managed for Transportation Forms?

Each event will have a unique Question Pro survey created to capture the Transportation Forms for the specific event it is associated.

All records will be retained by the Event Coordinator and County Office in accordance with Board of Regents policies on record retention. A copy of this required form for alternative travel should be retained for a period of three (3) years after the youngest youth in the program/activity reaches the age of eighteen (18).

Who needs to be able to see the Transportation Form information?

-Events Team Coordinator
-Coordinating Specialist are added as collaborators, if applicable (Ex.
-Ambassadors Summit, Ag Tech Training, Mission Make-It)
-PDC’s
-County Extension Office (uge.edu email)
-Parent/Guardian

Is there a paper copy of the Transportation Form?

It is highly encouraged to use the digital Transportation Form. However, there is a paper copy version. This paper copy follows the same required process:

1. Filled out and signed by a parent or guardian.

2. The County Office must submit a copy of the Transportation Form to the Event Coordinator prior to the 4-H’er departing for the event.

3. The paper copy of the Transportation Form will be retained by the Event Coordinator and County Office in accordance with Board of Regents policies on record retention. A copy of this required form for alternative travel should be retained for a period of three (3) years after the youngest youth in the program/activity reaches the age of eighteen (18).

Is there a Spanish version of the Transportation Form?

Yes

Additional Guidance for County 4-H Staff